Personal Conduct

Attendance

Classes

The Academy places great emphasis on class attendance. We assume that students who come to Deerfield do so with purpose and that they will be conscientious in meeting all obligations. Academic commitments in particular should not be compromised to accommodate medical appointments or family vacations.

If a teacher is detained or not in class, students should wait for 10 minutes past the normal start time of the class and then report the faculty absence to the Dean of Faculty.

When, for any reason (excused or unexcused), a student has missed 20% or more of the course meetings during a given term, Deerfield may withhold credit for the course for that term. Such cases will be heard by the Academic Standing Committee.

Co-Curriculars, Meals, School Meetings, and Events

Attendance is taken on several occasions outside of class. Co-curriculars, sit-down meals, school meetings, and Academy Events are required for all students, as are other obligations as assigned. From time to time, with the approval of the Curriculum Committee, faculty may designate required events as an alternative to class time.

Day Students

If a day student must be absent due to illness, a parent or guardian must notify the Health Center prior to 8:30am.

Absences for any other reason should be communicated directly to the Student Life Office.

Attendance Taken

All teachers submit daily online reports of student absences; they take attendance only and do not assign or excuse Accountability Points. Faculty cannot adjust attendance or eliminate APs—even when there is certainty that the absence will be excused. The Student Life Office determines which absences are excused; errors and/or requests for clearance must be submitted to the Class Dean within three school days of the absence.

Excused Absences

MEDICAL EXCUSES
MEDICAL EXCUSES FOR CLASSES, MEALS, OR OTHER REQUIRED EVENTS
If students are too sick to go to class, sit-down meal or another required activity, they must arrive at the Health Center at the beginning of the timeframe for which they wish to be excused for medical reasons. If a class is missed, students should inform the teachers that they were in the Health Center. If unable to complete or to hand in any graded assignment when medically excused from class, students should notify their teachers as soon as possible to acknowledge that assignments will be late and to clarify when assignments can be completed. Students who miss class due to illness may not participate in their co-curricular activities that day, except at the clinical discretion of the Director of Medical Services. Other considerations include:

  • Students ill enough to miss the majority of their classes should expect to spend the night in the Health Center.
  • Students ill enough to miss at least one class, two days in a row, should expect to spend the night in the Health Center.
  • Students sick enough to miss any class on Friday should expect to spend Friday night in the Health Center.

MEDICAL EXCUSES FOR CO-CURRICULAR ACTIVITIES
Sick or injured students may be excused from co-curricular activities only by a school nurse or physician. In such cases, students are expected to communicate with their co-curricular supervisors. In certain co-curricular activities where the unexpected absence of a student may create a hardship for the group, it is important that the student notify the appropriate adult in a timely fashion. Failure to notify the adult before the beginning of the co-curricular time period may result in invalidation of the medical excuse, and the student may receive Accountability Points.

COLLEGE VISITS AND NON-MEDICAL EXCUSES:

Students are permitted to miss a combined total of five class days for college visits, approved Pursuits of Excellence or other commitments approved by the Student Life Office.

Juniors and seniors are encouraged to schedule college visits during the summer or other school vacation times. The Academy allows seniors to miss class days – of the total five – to visit colleges. Requests require approval from the student’s college advisor and Class Dean; requests should be submitted at least three days in advance through the online “Request to Miss Classes” form.

PURSUIT OF EXCELLENCE

Attendance in class is essential to individual academic success and community health. However, when appropriate opportunities to pursue excellence arise, Deerfield may allow students to miss class.

To be eligible to petition for Pursuit of Excellence, students must:

  • Remain in good academic standing;
  • Maintain solid citizenship, including strong attendance;
  • Demonstrate extraordinary accomplishment in their areas of excellence; and
  • Receive invitations to pursue extraordinary opportunities.

In petitioning, students must establish:

  • Ways an event furthers their development of excellence;
  • What they have done to qualify for the opportunity;
  • That the opportunity has resulted from a rigorous selection process; and
  • That there is no way to engage in the opportunity without missing school.

Interested students should petition by filling out the online “Request to Miss Classes” Form. The form should be completed as soon as an opportunity arises and no later than three days prior to the event; late submissions will result in four or more APs. The Curriculum Committee, which meets on Mondays, reviews all petitions. The Office of the Academic Dean notifies students of decisions and, when petitions are approved, notifies classroom teachers. Students are expected to make up all missed work without requesting extra help from teachers.

 

RELIGIOUS OBSERVANCES

Students missing classes or assignments for religious observances should inform teachers in advance. Teachers should set a reasonable schedule for completion of assignments and/or assessments. When students have multiple assessments during a period of religious obligation, a staggered set of due dates in the days following a holiday may be required. This policy does not apply to holidays that fall on a single day of the weekend.

 

Attendance

Classes

The Academy places great emphasis on class attendance. We assume that students who come to Deerfield do so with purpose and that they will be conscientious in meeting all obligations. Academic commitments in particular should not be compromised to accommodate medical appointments or family vacations.

If a teacher is detained or not in class, students should wait for 10 minutes past the normal start time of the class and then report the faculty absence to the Dean of Faculty.

When, for any reason (excused or unexcused), a student has missed 20% or more of the course meetings during a given term (approximately two weeks), Deerfield may withhold credit for courses for that term or may compel a student to move to pass/fail status for the term. Pass/fail status is not an option anyone may invoke; it is something the school might require.

Deerfield may require a student missing more than 20% of course meetings during a given term to go on leave until the beginning of the next academic year. No academic credit from Deerfield would be granted for the relevant terms in this circumstance.

Co-Curriculars, Meals, School Meetings, and Events

Attendance is taken on several occasions outside of class. Co-curriculars, sit-down meals, school meetings, and Academy Events are required for all students, as are other obligations as assigned. From time to time, with the approval of the Curriculum Committee, faculty may designate required events as an alternative to class time.

Day Students

If a day student must be absent due to illness, a parent or guardian must notify the Health Center prior to 8:30am at 413-774-1600 0r Healthcenternurses@deerfield.edu

Absences for any other reason should be communicated directly to the Student Life Office.

Attendance Taken

All teachers submit daily online reports of student absences; they take attendance only and do not assign or excuse Accountability Points. Faculty cannot adjust attendance or eliminate APs—even when there is certainty that the absence will be excused. The Student Life Office determines which absences are excused; errors and/or requests for clearance must be submitted to the Class Dean within three school days of the absence.

Excused Absences

MEDICAL EXCUSES

MEDICAL EXCUSES FOR CLASSES, MEALS, OR OTHER REQUIRED EVENTS

If students are too sick to go to class, sit-down meal or another required activity, they must arrive at the Health Center at the beginning of the timeframe for which they wish to be excused for medical reasons. If a class is missed, students should inform the teachers that they were in the Health Center. If unable to complete or to hand in any graded assignment when medically excused from class, students should notify their teachers as soon as possible to acknowledge that assignments will be late and to clarify when assignments can be completed. Students who miss class due to illness may not participate in their co-curricular activities that day, except at the clinical discretion of the Director of Medical Services. Other considerations include:

  • Students ill enough to miss the majority of their classes should expect to spend the night in the Health Center.
  • Students ill enough to miss at least one class, two days in a row, should expect to spend the night in the Health Center.
  • Students sick enough to miss any class on Friday should expect to spend Friday night in the Health Center.

MEDICAL EXCUSES FOR CO-CURRICULAR ACTIVITIES

Sick or injured students may be excused from co-curricular activities only by a school nurse or physician. In such cases, students are expected to communicate with their co-curricular supervisors. In certain co-curricular activities where the unexpected absence of a student may create a hardship for the group, it is important that the student notify the appropriate adult in a timely fashion. Failure to notify the adult before the beginning of the co-curricular time period may result in invalidation of the medical excuse, and the student may receive Accountability Points.

COLLEGE VISITS AND NON-MEDICAL EXCUSES:

Students are permitted to miss a combined total of five class days for college visits, approved Pursuits of Excellence or other commitments approved by the Student Life Office.

Juniors and seniors are encouraged to schedule college visits during the summer or other school vacation times. The Academy allows seniors to miss class days – of the total five – to visit colleges. Requests require approval from the student’s college advisor and Class Dean; requests should be submitted at least three days in advance through the online “Request to Miss Classes” form.

PURSUIT OF EXCELLENCE

Attendance in class is essential to individual academic success and community health. However, when appropriate opportunities to pursue excellence arise, Deerfield may allow students to miss class.

To be eligible to petition for Pursuit of Excellence, students must:

  • Remain in good academic standing;
  • Maintain solid citizenship, including strong attendance;
  • Demonstrate extraordinary accomplishment in their areas of excellence; and
  • Receive invitations to pursue extraordinary opportunities.

In petitioning, students must establish:

  • Ways an event furthers their development of excellence;
  • What they have done to qualify for the opportunity;
  • That the opportunity has resulted from a rigorous selection process; and
  • That there is no way to engage in the opportunity without missing school.

Interested students should petition by filling out the online “Pursuit of Excellence” Form on DAinfo. The form should be completed as soon as an opportunity arises and no later than three days prior to the event; late submissions will result in four or more APs. The Curriculum Committee, which meets on Mondays, reviews all petitions. The Office of the Academic Dean notifies students of decisions and, when petitions are approved, notifies classroom teachers. Students are expected to make up all missed work without requesting extra help from teachers.

 

RELIGIOUS OBSERVANCES

Students missing classes or assignments for religious observances should inform teachers in advance. Teachers should set a reasonable schedule for completion of assignments and/or assessments. When students have multiple assessments during a period of religious obligation, a staggered set of due dates in the days following a holiday may be required. This policy does not apply to holidays that fall on a single day of the weekend.

Dress Code

The dress code sets a minimum standard for attire at school functions while providing room for personal expression. Deerfield values inclusivity, and clothing and accessories sometimes send subtle messages of exclusion; students should take care in these choices.

Deerfield employees are expected to hold students to these guidelines; students are expected to comply when asked to adjust their dress.

Academic Dress

Academic dress must be worn (not carried) in the Dining Hall and in all academic buildings during the entire class day—regardless of individuals’ schedules. Academic Dress may also be required on occasions designated by the Head of School or the Assistant Head of School for Student Life.

Students may choose one of two options:

  • Pants/shorts, collared shirt, tie, AND a sportcoat. Shirts must be tucked in, and ties must be visible. (Boys, Gender Nonconforming People)
  • Pants/shorts/skirt and shirt OR dress, AND either a sweater, sportcoat, or jacket (not athletic, fleece, or outerwear). Hemlines must fall at an appropriate length (4–6 inches above the kneecap). (Girls, Gender Nonconforming People)

An “appropriate length” hemline is one that supports full and comfortable participation in all school-day activities. A maximum range of four to six inches above the kneecap is a reasonable guideline.

Blue denim pants, denim jackets of any color, sweatpants, yoga pants, crop tops, athletic attire, and hooded tops are not permitted. Tights/leggings may not be worn without pants/dress/skirt on top. Hats are not to be worn in academic buildings or in the Dining Hall at any time.

All students are expected to adhere to basic standards of hygiene and grooming. Neatly-trimmed facial hair is permitted.

Students are expected to quickly and respectfully accommodate faculty/staff requests to change attire.

Exceptions to Academic Dress Code

  • During winter term only, sweaters or fleeces may replace sportcoats and/or turtlenecks may replace shirt/tie.
  • Casual dress days are as follows: Fridays in February, during end-of-term assessment periods, on vacation travel days, and when designated by the Head of School.
  • Casual dress exceptions for field trips require prior approval of the Assistant Head for Student Life.
  • Students participating in DAPP (the on-campus service program for tenth-graders) must adhere to the academic dress code.

We are eager to support students who have cultural, religious, or gender identities that may not align with our Academic Dress code. Please see your advisor, a member of the Student Life Office, or another trusted adult to discuss alternatives.

Casual Dress

Tuesday and Thursday evening meals, and some designated school events, call for “casual dress.”  On such occasions, dresses, skirts, pants, or jeans with a collared shirt are appropriate. Sweatpants, leggings, yoga pants, running shorts, printed t-shirts, halter tops, crop tops, sports jerseys and other forms of athletic apparel are not permitted.

Sit-Down Meals and Dining Hall Guidelines

Students should arrive on time:

  • Upon arrival at the Dining Hall, students should wait in the lobby until the four main doors to the dining room are opened.
  • Anyone wishing to use the salad bar must do so before the start of the sit-down meal.
  • Students should be at their tables before the Director of the Dining Hall begins the meal. At this time, all motion in the Dining Hall stops; if not at a table, students should stop and remain still.
  • Most tables have one faculty member and nine students, including one (or two) day student(s). If the capacity of the table is exceeded (e.g. guests), the table head may excuse a student to eat at another table in the Dining Room—rather than eating downstairs.

Students should exercise good manners.

  • No one should begin to eat until everyone at the table has been served.
  • No one should eat and talk at the same time.
  • Food should be passed around—not across—the table.
  • Use “please” and “thank you.”
  • Take one serving at a time.
  • Whoever finishes a dish or beverage should offer to replenish it.
  • Students should request permission to leave the table for any reason.
  • Be thoughtful and considerate; conversations at the table should be of general interest.

Students should be dressed appropriately, in Academic Dress.

  • Sweaters and sport coats may not be removed unless the director of the Dining Hall grants permission.
  • Second waiters may remove their sweaters/sport coats when performing waiting duties.
  • Casual dress is permitted at Tuesday and Thursday evening sit-down dinners.

Waiting, Kitchen Duties

All students take turns waiting tables in the Dining Hall during sit-down meals. Students will serve as waiters for at least two table rotations a year. Each lasts approximately three to four weeks. If, for any reason, your dietary needs or preferences conflict with waiting or kitchen duties, please speak with your table head or the Director of the Dining Hall.

Guidelines for waiters are as follows:

  • First waiters should arrive approximately fifteen minutes before the start of the meal.
  • First waiters are responsible for setting and bringing food to the table.
  • Second waiters are responsible for clearing the table after the main course and dessert.
  • Dinner plates may be passed, individually, around the table to the waiter.
  • Plates should not be scraped at the dining table; scraping should occur at the waiter stand.
  • If a waiter is not present for any reason, or cannot wait, the next student on the table list is the substitute.

The Parker Room

  • The downstairs dining hall (the Parker Room) is only for people not assigned to an upstairs table.
  • Student dining hall crews may eat in the Parker Room before starting their work assignments.
  • Day students who are not employee children must eat upstairs if they attend dinner

Possession, Use of Tobacco

Students are not permitted to use or possess tobacco of any kind in any form. If a student violates these rules:

  • The first offense will result in seven hours of work detail and a follow-up with the Health Center to review the health implications of tobacco use and to assess current impact.
  • A second offense will result in seven additional hours of work detail and a Letter of Reprimand.
  • A third offense will be treated as a major school rule violation.

Guests may not use tobacco in any Academy buildings. Deerfield hosts should monitor their guests’ adherence to this rule.

Cell Phone Policy

Students with cell phones are required to provide their numbers to the Academy for the emergency notification system using the Cell Phone Emergency Notification Form. Failure to do so will result in Accountability Points.

Students are required to be present, responsive, and available to others.  “Heads down,” or engrossing activities (calls, games, texting) are not permitted while in the presence of others except for dormitories, the Greer, and the Koch Café.

All cell phone use in the Dining Hall is prohibited—including the lobby and Parker Room, even during walk through meals. (Students should leave their phones in their school bags during meals.) Use of cell phones during community gatherings (e.g. school meetings, performances, and Academy Events) is also prohibited.

Students must respect requests to remove cell phones from situations where privacy is a concern, particularly locker-rooms and bathrooms, faculty residences, the Health Center, and others’ dorm rooms.

Additionally, it is expected that all students carry their cell phones with them when travelling beyond Old Main Street of Deerfield.

Inappropriate use of a cell phone may result in a one-day confiscation. Repeated infractions can result in longer confiscations.

Student Activities

Taking Advantage

As a community, our emphasis on character and mutual respect makes the concept of “taking advantage of someone” an unacceptable behavior. Behaviors that harm others, hinder others’ access to opportunities of their own, or provide an unfair advantage in competitive situations are examples of this type of behavior and are unacceptable.

Fundraising, Sales, and Gambling

The Academy maintains relationships with several not-for-profit organizations and limits on-campus fundraising efforts only to those organizations. Academy resources—including Deerfield’s name, photographs, slogans, logos, websites, and printing/mailing facilities—should not be used to fundraise for other organizations.

Only approved clubs and co-curricular groups may conduct sales and fundraise on campus; all fundraising and sales activities require approval of a club/co-curricular faculty advisor and the Student Life Office.  Gambling for money is prohibited.

Clubs and Groups

Formal clubs at Deerfield, registered with the Student Life Office, can receive important benefits, such as:

  • permission to conduct fundraising activities
  • ability to reserve meeting spaces
  • promotional assistance
  • support for supplies, food, and transportation
  • assistance in sponsoring events such as documentaries, films, and outside speakers
  • permission to distribute publications
  • permission to schedule items on the Academy calendar

Clubs that do not register do not have these permissons and capabilities.

Registered clubs must have open meetings and at least one school-affiliated advisor.

Student publications of any kind must be reviewed and approved by a club advisor before publication and distribution.

Exclusive or secret societies are not permitted. Any student who belongs to an exclusive or secret society will be required to resign from any leadership position at the Academy and may face disciplinary action.

Use of Academy Resources

Intellectual Property

Students must request permission from the Communications Office for any use of Deerfield Academy’s name, logo, seal, photographs, or other official materials.

Locked Doors

Secured external doors (including fire exits) may not be used by a student except during a drill or emergency. Tampering with the locked doors may lead to disciplinary action.

Computers

Students who misuse technology resources are subject to disciplinary action. While it is impossible to delineate all the inappropriate uses of computing systems, common sense and respect for others are paramount.

Misuse of computers, the school’s network, or other information resources including, but not limited to, anonymous postings, inappropriate use of social networks, apps, and mobile devices, may violate school rules and can constitute a breach of integrity. Examples of misuse of technology include but are not limited to the following:

  • Gaining unauthorized access to any computer or computer system
  • Tampering with any files or data stored on an individual computer or on the network
  • Use of computer or network resources to the extent that it limits others’ access
  • Possession of inappropriate or offensive material
  • Vandalism of computer hardware including theft, damage or disfigurement, and manipulation of computer software, especially when this impedes the academic work of others

Library Use

In fairness to other users and out of respect for the institution, library materials must be recognized as common and vital property of an academic community. Hence, all rules concerning the checking out of circulating materials and limitations on journals, magazines, newspapers, and reference materials must be observed. Any action that unfairly limits access to library resources or any willful defacement or destruction of library materials is a breach of academic integrity.

Vandalism

Purposeful destruction or damage to school property or the property of any individual will not be tolerated. Included in this rule is the expectation that students will respect each other’s personal space as well as their belongings.  Please note: Any paper postings on campus must include the name of the author and, if different, the person posting.

Common Rooms and Shared Spaces

Particularly in shared spaces, students should be aware of and receptive to the feelings and needs of others. Some group activities can be isolating or offensive (regardless of intent) and may create an unwelcome or threatening environment. For example, misogynist and racist themes are pervasive in some video games and music. Requests from others to adjust behavior should be respected.

Common Rooms and Dormitory Room Guidelines

Common Rooms and Shared Spaces

Particularly in shared spaces, students should be aware of and receptive to the feelings and needs of others. Some group activities can be isolating or offensive (regardless of intent) and may create an unwelcome or threatening environment. For example, misogynist and racist themes are pervasive in some video games and music. Requests from others to adjust behavior should be respected.

EMPTY OR OPEN ROOMS

On occasion, dormitories may contain rooms that are unassigned, empty, or await the return of a student who is away. Such rooms are off-limits.

DORMITORY ROOM GUIDELINES

  • The following items are not permitted in student rooms: refrigerators, televisions, projectors, offensive posters, slogans or pictures, liquor bottles and/or beer cans, or pets (except fish).
  • Possession of gaming systems in individual – not common – rooms is discouraged as it tends to prevent effective study habits for the student(s) who live(s) there.
  • Furniture provided by the Academy must remain in student rooms; requests for removal may be made to the Student Life Office.
    • Desk chairs are an exception: they may be removed from student rooms if they are replaced with fire-code-compliant alternatives. To request removal of an unused desk chair, contact the Student Life Office.
  • Beds may not be dismantled nor may they be elevated on desks and bureaus.
  • Lofts are prohibited unless they are permanently installed by the Academy.
  • When rooms are unoccupied, all lights should be turned off.

End of Workday and Adult Availability

Students should acknowledge that the majority of Academy employees works Monday-Friday, from approximately 9am-4pm. Students should not expect responses to requests of administrative departments or other campus services outside of these times.

After 4pm, the Academy clearly defines which employees are on-duty and available to students.  Students should consult the duty-rosters available on The Bulletin—and should respect the boundaries of those employees who are not on duty.

At all times, the current School Officer in Charge (SOC) is listed on the duty roster and can be reached by email and phone. In addition, Security can be contacted at any time.